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Academic Program Coordinator

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Academic Program Coordinator
AAP Administration is seeking an Academic Program Coordinator. This role provides administrative support to Program Directors, Associate/Assistant Program Directors, Program Coordinators and Advisors of the Advanced Academic Programs in the Environmental Science and Policy (ESP), Energy Policy and Climate (EPC), Geographic Information Systems (GIS), Applied Economics, and Financial Economics programs, as well as to the Faculty and Academic Affairs Officer. Located in Washington, DC.

Note: This position is not eligible for visa sponsorship.

Specific Duties & Responsibilities:

Academic Administration and Support (40%)
  • Administrative responsibilities for the ESP, EPC, GIS, Applied Economics, and Financial Economics programs.
  • Manage internal program communications with faculty while maintaining FERPA requirements.
  • Serve as a resource to problem-solve issues related to Academic Affairs.
  • Monitor and respond to faculty queries regarding term hours, scheduling questions, and procedures for filling out necessary forms.
  • Schedule and coordinate program meetings, take minutes and distribute.
  • Website edits and catalog updates. Work with Program Directors and Enrollment Services annually to review AAP website and catalog for changes.
  • Use existing university systems, like SIS and other reporting tools, to provide reports and verify information.

Administrative Support for Faculty & Academic Affairs (35%)
  • Support the Academic Affairs office by scheduling remote and onsite meetings as needed.
  • Working within the AEFIS assessment management system to enter and update program information, curriculum maps, and syllabi.
  • Support faculty hiring and onboarding processes.
  • Other duties as assigned.

Thesis/Capstone Planning and Coordinating (15%)
  • Serve as primary contact for the coordination of capstone planning for the following Master degree programs:
  • Energy, Policy, and Climate (2x/year)
  • Environmental Science and Policy (2x/year)
  • Geographic Information Systems (3x/year)
  • Collect papers, waiver forms, and post papers in JScholarship for each program Capstone/thesis/project, each semester.
  • Facilitate the distribution of student work to faculty on thesis or capstone review committees.
  • Create and maintain a process for tracking the thesis/capstone review from submission to completion for each program.
  • Collect reviews from faculty and organize them by student for each program.
  • Ensure that papers are formatted correctly for all programs.

  • Special Events (10%)
    • Coordinate catering and guest lecture compensation for special events, institutes, conferences, and seminars for the programs in the Center for Biotechnology Education.
    • Support Program Directors with logistics for on-site seminars and events.
    • Support International/National seminars, including coordinating rooms/catering orders, managing and distributing materials, mailing materials to instructors at conference site.
    • Collaborate with the Events Coordinator and Executive Director of Marketing on large, program-related events.

    Minimum Qualifications (Mandatory):
    • High School Diploma/GED.
    • Three years administrative/academic related experience.
    • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

    JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

    Preferred Qualifications:
    • Minimum of 2 years administrative experience required, preferably in an academic environment.

    Special Knowledge, Skills & Abilities:
    • Ability to communicate clearly and tactfully; pleasant phone and email manner.
    • Commitment to becoming a team player; openness to working with diverse personalities.
    • Willingness to cross train with other employees.
    • Ability to work independently with minimal supervision and to use sound judgment in decision making.
    • Strong organizational skills and ability to prioritize assignments.
    • MS Office Suite. Maintain facility using spreadsheets and databases.
    • Ability to become proficient in University systems, such as SIS.
    • Sharp record keeping skills with attention to detail.
    • Flexibility in working with multiple demands, schedules, work styles, and differing program needs.
    • Familiarity with higher education settings and adult learners a plus.
    • Ability to keep current with changes to JHU systems.

    Classified Title: Academic Program Coordinator
    Role/Level/Range: ATO 37.5/02/OE
    Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience)
    Employee group: Full Time
    Schedule: M-F, 8:30 a.m. to 5 p.m.
    Exempt Status: Non-Exempt
    Location: ​​​​​​​DC - District of Columbia
    Department name: ​​​​​​​AAP Administration
    Personnel area: School of Arts & Sciences

    The successful candidate(s) for this position will be subject to a pre-employment background check.

    If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.

    Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

    The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

    The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

    Equal Opportunity Employer
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